Associate Director for Finance and Research Administration
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Why join the Harvard Faculty of Arts and Sciences?
The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.
Job Description
Job Summary: Oversee the activities related to the authorization and transmittal of all proposals to federal, state, and private funding agencies and the analysis, reporting and compliance of all proposals to federal, state, and private funding agencies, and the acceptance of awarded funds.
Job-Specific Responsibilities:
Reporting to the Executive Director in the Physics Department and working closely with the Chair, department faculty and members of the Physics department Senior Management Team. Provides advice and guidance to all department members regarding research and department finance, graduate student finance, compliance, and all fiscal and policy matters. Represents the Department on relevant FAS and University committees. Serves as the departmental liaison to FAS Finance and Office of Research Administration and will represent the departments' interests on relevant FAS and University committees.
Financial Planning and Analysis: Directs all financial planning and analysis efforts. Provides strategic financial guidance to Executive Director to meet departmental goals and objectives. Coordinates annual budget and quarterly re-forecast processes. Updates and refines short- and long-range financial projections. Reviews and executes endowment allocations. Initiates, develops, implements, communicates, and clarifies policies, procedures, and workflow in regard to finance, graduate student payroll, and graduate student financial aid. Creates annual financial reports and ad hoc reports to support decision-making by Executive Director, Chair, faculty members, and senior management. Develops deep working understanding of department financials including operating budgets, short- and long-range forecasts, staff and faculty FTEs, and endowment details. Analyzes complex financial data, including variance and trend analyses, and develops financial analyses and forecasts for reporting and presentations to Director, other units, and donors. Reviews department recharge/service center policies and procedures and ensures compliance with A-21 regulations. Creates business plans and analyses for cost recovery, replacement of equipment, and expansion of services.
Research Administration: Works collaboratively with Associate Director for Research Administration and Physics faculty in matters related to sponsored research, which includes pre- and post- award administration of sponsored grants and contracts and university-funded faculty research. Stays abreast of all relevant regulatory changes; monitors trends in departmental sponsored research and generates reports. Maintains compliance with federal regulations, sponsor requirements, University policies, and proper stewardship of sponsored funds. Oversees A-133 and Risk Management audits. Works closely with Harvard Global, Office of Research Administration, Office of Sponsored Research, and relevant internal departments to manage large international scope of work.
Financial Operations: Directs financial operations to provide oversight to a financial operations team responsible for procurement, accounts receivable, accounts payable, payroll, and gift and endowment processing and financial closings/reporting. Implements new financial systems. Establishes appropriate accounting practices and control mechanisms that ensure sound financial control and proper stewardship of funds.
Management and Supervision: Initiates, develops, implements, communicates, and clarifies policies, procedures, and workflow regarding finance, financial operations, research administration, and graduate program financial aid and operations. Manages three Financial Associates and provides support and mentorship to ensure professional development; co-manages Finance and Sponsored Research Administrator and provides support and mentorship to ensure professional development. Provides guidance to all department members regarding research and department finance, compliance, and all fiscal and policy matters.
Qualifications
Basic Qualifications:
- Bachelor’s degree or equivalent work experience required
- Minimum of 8 years’ relevant work experience
- Advanced knowledge of sponsored research regulations
- Supervisory experience
Additional Qualifications and Skills:
- MBA or Master’s degree in relevant field
- Knowledge of Microsoft Office Suite, advanced excel skills
- Knowledge of advanced financial principles, budget management, financial analysis
- Excellent communication, written, interpersonal, and organizational skills
- Collaborative working style with the ability to build strong relationship with people at all levels of the organization
- Proven effectiveness in coaching and inspiring staff to provide unparalleled customer service
Additional Information
- Standard Hours/Schedule: 35 hours per week
- Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
- Pre-Employment Screening: Identity, Education, Criminal, Credit
- Other: This position requires working onsite for the first 90 days, after which it transitions to a hybrid schedule with three days per week in the office.
Please submit a cover letter when applying for this position.
All formal written offers will be made by FAS Human Resources.
Harvard has long served as an institution where individuals from around the world can come together to join a community and drive meaningful change. Our community sparks innovation and achieves excellence by embracing difference in its many forms. To excel intellectually, we, together, are committed to academic freedom and creating a thriving community—one that is pluralistic, inclusive, and animated by the University’s academic mission—promoting excellence in teaching, learning, and research.
Work Format Details
This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.
Salary Grade and Ranges
This position is salary grade level 059. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.
Benefits
Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:
- Generous paid time off including parental leave
- Medical, dental, and vision health insurance coverage starting on day one
- Retirement plans with university contributions
- Wellbeing and mental health resources
- Support for families and caregivers
- Professional development opportunities including tuition assistance and reimbursement
- Commuter benefits, discounts and campus perks
Learn more about these and additional benefits on our Benefits & Wellbeing Page.
EEO/Non-Discrimination Commitment Statement
Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.
Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.